Caring for Our Children (CFOC)

Chapter 9: Administration

9.4 Records

9.4.1 Facility Records/Reports Maintenance and Display of Inspection Reports

The facility should maintain and display, in one central area within the facility, current copies of inspection reports required by the state licensing office. These reports and documentation may include the following:

  1. Licensing/registration reports;
  2. Fire inspection reports;
  3. Sanitation inspection reports;
  4. Building code inspection reports;
  5. Plumbing, gas, and electrical inspection reports;
  6. Termite and other insect inspection report;
  7. Zoning approval;
  8. Results of all water tests;
  9. Evacuation and shelter-in-place drill records;
  10. Any accreditation certificates and/or quality rating score, if applicable;
  11. Reports of any legal actions and documentation that all required corrections have been completed;
  12. Results of lead tests;
  13. Insurance records;
  14. Playground inspection report, equipment inspection/maintenance records and reports,
  15. Child care health consultant’s assessment reports that do not pertain to any specific children.
Facility safeguarding is not achieved by one agency carrying out a single regulatory program. Total safeguarding is achieved through a multiplicity of regulatory programs and agencies (1). Licensing staff, consumers, and concerned individuals benefit from having documents of regulatory approval and legal action in one central location. Parents/guardians, staff, consultants, and visitors should be able to assess the extent of evaluation and compliance of the facility with regulatory and voluntary requirements. Accreditation documentation provides additional information about surveillance and quality improvement efforts of the facility (2).
Center, Early Head Start, Head Start, Large Family Child Care Home, Small Family Child Care Home
RELATED STANDARDS Testing of Drinking Water Not From Public System Testing for Lead and Copper Levels in Drinking Water Water Test Results Emergency Safe Drinking Water and Bottled Water Testing for and Remediating Lead Hazards Disaster Planning, Training, and Communication Written Plan for Seasonal and Pandemic Influenza Emergency and Evacuation Drills/Exercises Policy Reports of Annual Audits/Monthly Maintenance Checks of Play Areas and Equipment Facility Insurance Coverage Evacuation and Shelter-In-Place Drill Record
  1. National Association for Regulatory Administration (NARA). 2009. Recommended best practices for human care and regulatory agencies. The NARA Vision Series Part 1. http://www.naralicensing
    .org/associations/4734/files/Recommended Best Practices.pdf.
  2. National Association for Regulatory Administration (NARA). 2010. Strong licensing: The foundation for a quality early care and education system; NARA’s call to action.